On Hotelinco Calendar you will be able to see reservations displayed in different colours. Read below what is the meaning of each color. In Hotelinco you can operate with different types of reservations: 1) Definite (guaranteed reservation) A guaranteed reservation means that the reservation is confirmed ( by prepayment, advance deposit or partial payment, voucher, travel agent guarantee etc.) and that hotelier holds the room request until scheduled dates and time of arrival. It protects hotel revenue in case of no show until cancellation is done as per hotel rules. On the Calendar reservations with Definite reservation type will display in green: 2) Tentative (non-guaranteed reservation) Non-guaranteed reservation insures that the hotel agrees to hold a room for the guest until a stated reservation cancellation time and date. If the guest fails to cancel the reservation within cancellation time-period, the room will be released for resale. On the Calendar reservations with Tentative reservation type will display in orange: When you create a new Reservation in Hotelinco, you must assign the reservation type to the reservation under Type: 3) If you choose Reservation Type as Non - binding offer then this reservation will be displayed in white color. But this will not be a real reservation, since it does not affect the availability for the web booking engine or channel manager. The offer reservation is only valid until a certain date, and if not confirmed to become a reservation, it will be automatically deleted from the system. You can change the reservation type until the reservation is checked-in. Then the reservation type will show check-in status and the reservation will have a Check-In status. Checked In is a pre-configured required type and cannot be changed. On the Calendar checked-in reservations will display in blue: Light blue color indicates that invoice has already been issued, while dark blue indicates reservations that have not been invoiced yet or have open charges. For example indicating: some postings might not have been charged yet, and if all postings are already charged, then the invoice hasn't been issued yet.

Groups offer a convenient way to organize group bookings. In addition to keeping all the reservations for a group in one place, the Groups lets you take deposits and/or payments from individuals or from the group as a whole. The following steps review how to create a group reservation in the Hotelinco PMS. This function is started from the menu (Groups -> New Group). STEP 1: Enter general group data & reservation details Start with entering the Arrival and Departure dates of the group first, then selecting the Rate, Market Code, Source Code and entering the Name of the Group. Want to create Group Booking Folio/ Proforma? You can simply check the box Create Pay Master from the General Group Data screen of the reservation to create a new Group Booking Folio or Proforma or alternatively create one from Group Reservation screen once the group booking is already created. To proceed to step 2, click on "Next" button below. STEP 2: Define number of rooms, number of adults and possibly number of children as well. STEP 3: Define rooming list, if available. Many times a group will provide you with a list of all the guests that will require reservations. Click on Replace button to enter Guest Name. This opens "Search Profile". In case of return guests you can simply open existing guest profiles or add a new one. When you define the rooming list, simply click on "Create reservations" button. You are then notified by the system that the group reservation has been created. Once the group is created you can then find it on the Calendar or under Groups -> Search Group. Click on Reservations button to open Group Reservations screen. Here you can review or edit group reservations in more details.

The SMTP protocol is used for the outgoing mail. Custom SMTP settings feature allows you to use your own SMTP server so all emails sent from Hotelinco PMS system on your behalf, comes from your own email address. Simply enter the SMTP setting of your e-mail service provider and the port (port) through which email is sent. Go to Setup -> General Under SMTP Server enter your SMTP settings data (Please refer to your SMTP server service provider for more details on your SMTP account): -server/SMTP host name - the login: STMP username is usually the sender email adress and the STMP password may be your email account passsword. -SMTP Port number - Use SSL (data transfer encryption required) Save the data. Under Test E-mail Address write in your email and send yourself a test email to check if everything is working. Sender's name is automatically defined by your property name.

In case you need to check for free rooms very quickly, you don't have to leave the reservation mask and check it through the calendar, but simply with a click on the icon "Search for free rooms" easily access the list of available rooms and filter them by criteria. By clicking on the icon new window opens, where you can define your search of free rooms. You can search rooms by time frame (A), hotel (B), type (single, double, etc., C) or by other statuses (D): Only Clean Rooms, Day use (DU as Room Night) and Rooms that have guests checked-in (CI Rooms). (See legend below). The result of your search is the list of free rooms, defined by room number (E), room type (F), hotel (G), Current Clean or Dirty Status (H), Free Days before arrival and free days after departure date (I) and Current Room Status Checked-In Yes or No (J). You can use "Free Days" info in order to optimize and better plan room allocation. For example Room 111 shows 3/2 free days, in which 3 denotes 3 free days before arrival and 2 denotes 2 after the departure date when room is available and free for booking. To assign “Free Room” to the reservation click on “Select” button, which is located in front of the room number.

To display Today's arrivals select Reservation List -> Arrivals To display Today's departures select Reservation List -> Departures 2. You can also find some quick info about property occupancy, including with guest arrivals and guest departures displaying the arrivals and departures expected for the current day on your Dashboard.

You can edit and create your own Confirmation Letter templates (content, logo, fonts) and upload it to the Hotelinco under Setup/ Documents/ Confirmation Letters. You can simply create and edit your own confirmation letter in Word (only rtf files are supported). Simply choose file from your computer and upload it to the Hotelinco. Once the file is uploaded simply define code, description, language, type, etc. and add it to the system. When you want to confirm a reservation, you will now be able to use this newly added confirmation letter under Reservation/ Confirmation Letters and select it from the combo box.

- Go to Reservation List. Hotelinco will allow you to search for a reservation by guest name, reservation number, group number or confirmation letter number. - To search by Guest Name, fill in the blank, use the letters: for example If you enter »RA« in the blank field the system will search all reservations with First or Last Name starting with »RA«. To start search click »Refresh« button. The system will display the list of all reservations that match the criteria. Alternatively, you can search reservations by reservation number. Fill in the number of reservation and click "Refresh" button:

In order to keep your guest's database in order, to ensure accurate profile statistics you can combine (merge) duplicate guest profiles. Instead of overwriting existing data, merging evaluates the data in both profiles and then fills gaps of information in the primary profile. Please view the video below for an overview how to merge duplicate guest profiles.

In case you wish to set new starting values for the Hotelinco documents numbering, for example with every new year, you can simply change the numbering of Hotelinco documents (bills, invoices, advance payments, invoices, payments, ...) under the Setup. Step 1. Go to Documents under Setup. You can customize the numbering of the folio, the deposit and the pro forma invoice. The screen mask displays the values of the counters of the last issued documents. Step 2: Simply insert the new starting document number into the input field. Then click Set. In case of multiproperty installation, where numbering of Hotelinco documents is done separately for each hotel, the same procedure applies. To display the counters in the multihotel installation, you simply select " Each Hotel Uses its Own Numbering" (as shown in the picture below).

Hotelinco supports individual, company, group and agency profiles. Profiles are collections of information about your guests and the businesses you work with. This information includes not only names and addresses but other details such phone numbers, email addresses, notes, guest preferences, languages, etc. Guest profiles enable you to see your regular guests and capture all their client history (stay histories, revenue statistics, documents issued). You can search, add and edit profiles from: Profile Reservation Screen Profile Go to Profile and select Profile Type (Individual, Group, Company or Travel Agency). Just fill in the applicable fields of the Company Profile and click Add. A new Edit Company Profile screen opens for you to fill in the data. Click Save to save the data you entered. Reservation Go to Reservation. If you need to create a Group (A), Company (B) or Travel Agency Profile (C) you need to click on the icon correspondingly (see below). Individual Guest Profiles are created on the right side of the screen, as they are also managed with company, group agency reservations.

Once you log into your Hotelinco account, the Dashboard is the first screen you are automatically taken to. Here you can see the following: 1) Statistics Section 2) Latest Reservations 2) Download Section 3) Information about your Hotelinco plan Detailed description: If you have multi property account here you able to choose the property for which you want to see the data. 1) Graphical Display of Statistics- on the left side of the screen: - property occupancy for the current day (Occupancy today), - property occupancy for the upcoming week (for example: from Monday-Monday) - occupancy for the upcoming month (including today + next 30 days) based on today's data DescriptiveStatistics view- on the right side of the screen: a) The number of rooms occupied tonight b) The number of guests in-house tonight (including already checked-in guests and expecting arrivals for the day) c) The number of checked-in guests today d) The number of guest arrivals today e) The date of the system f) The number of available rooms tonight g) The number of checked-out guests today h) The number of guest departures today 3) In Download section you can export files to other systems your Hotelinco is connected with. 4) Information about your Hotelinco plan: Info about Hotelinco plan, Date of system set up & number of users.

You can add new reservation from the Calendar. There are two ways how to do it: 1) You can create reservation on the Calendar by selecting room/ date and with double click on the selected area. 2) You can click on the Reservation button. This will open new reservation mask. Here you select: Arrival/Departure Length of Stay/Number of Nights Room Type Room Number Number of Adults/Number of Children Rate (if you wish to insert manual custom price in Adjust Price). Market Code Reservation Type (Definite, Tentative) Remarks. Fill in Guest Data (Guest Profile). To save reservation Name, Surname is required. Add reservation sharers. Don't forget to Save your reservation;) Additionally you can check out the video below showing you: - how to create reservation - how to confirm reservation with confirmation letter - how to change reservation with a Drag & Drop function? - how to drop a deposit on reservation?